Exhibitor Manual

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If you are looking for a particular section or form, please see the information list below. You may also download the complete information document.

PLEASE NOTE: When you walk into the exhibit hall...• if your booth is located on the left side of the main aisle, use loading bay 10G• if your booth is on the right side of the main aisle, use loading bay 10B

Offloading/reloading requirements:
Upon entrance to the venue, all your build/dismantle vehicles will be provided with a ticket that marks a maximum time during which they can remain in the loading bay areas: 1, 2 or 3 hours (bases on truck size/weight). During this maximum amount of time you must unload or load all materials and either depart the venue or park in the truck parking lot located behind Halls 1 & 3. It is strictly forbidden for trucks, lorries, vehicles or machinery of any kind to remain in loading bay areas.

Any vehicles that remain in the loading bays longer than the allotted time, will be penalised with a 20 € / hour / vehicle fee, up to a max. of 100 € a day. This cost is not negotiable so you should advise all your drivers to pay special attention to how long they have. If you choose to park your trucks in the truck lot (see location in attached plan), the daily, 24-hour rate is 30 € / truck.

Please note that IFEMA’s procedure for all trucks trying to access the venue via the East Gates is to:
a) ask to what event they are coming to unload &
b) checking if that company has an outstanding debt with the venue. If they have no debt with IFEMA, and we are within the official unloading/loading periods, IFEMA will allow all drivers in, with no further questions.
c) If the company does have anm outstanding debt with IFEMA, they wil need to go to the Exhibitor care Desk and settle payment before their trucks will be allowed to enter the venue.

PLEASE VIEW ANNEX 2 IN THE EXHIBITOR TERMS AND CONDITIONS FOR ADDITIONAL INFORMAITON
The TTS 2018 Exhibit Office strongly recommends using DB Schenker Logistics, the official freight forwarder, to avoid long waits at the loading dock. DB Schenker Logistics can store your materials 10 days prior to the start of the event and 5 days after. For fees and shipping instructions please view the DB Schenker Logisics guidelines located in section 5.

2.03 HOTEL ACCOMMODATION
Barceló Congresos has been appointed the official local housing partner for TTS 2018 and is offering hotel accommodation for both groups and individuals. As Madrid is a highly popular tourist destination, Barceló Congresos has blocked rooms in different price categories at preferential rates for TTS 2018.

As local experts Barceló has contracted local hotels with the best rates available having vetted all establishments for quality, safety and convenience.
Search the full list at tts2018officialhotels.com

If you bought a booth space only or had a booth only space included in your sponsor package:
Each regular 3m x 3x (10’x10’) booth space only includes:

One basic electric outlet

One back wall – 3 meters high

Dark grey carpet

The TTS 2018 Exhibit office must approve any booth built by an exhibitor or rented from a firm other than Servis. Please refer to the Exhibitor Rules and Regulations for booth design and construction located in Section 4.

All crates and boxes must be removed from the exhibit floor by 14:30 on Sunday, July 1 to allow for aisle carpet installation and/or cleaning. Please note that any materials carried on a fork-lift or a dolly are not allowed on the aisle carpet on after 14:00 on Sunday, July 1.

If the booth space is not occupied by 14:30 on Sunday, July 1, the TTS 2018 Exhibit Office reserves the right to use such space as it deems appropriate.

Exhibit Opening Hours:
Sunday, July 1, 17:30–19:00 - exhibit hall open for delegates to access the Plenary for the Opening Ceremonies
Sunday, July 1, 19:00–20:00 - Welcome Reception
Monday, July 2, 09:30–17:30
Tuesday, July 3, 09:30–17:30
Wednesday, July 4, 09:30–15:00
Staff holding an exhibitors badge will be allowed in the exhibit hall 30 minutes before it opens and may also leave 30 minutes after closing. Please check with the TTS 2018 Exhibit Office if additional time is required. All exhibits must be opened and staffed during official opening hours. Please note that staff holding a full congress registration badge will not have access to the exhibit hall outside of exhibit hours. If a full registration pass holder needs access to their booth, please contact the TTS 2018 Exhibit Office for approval.

Dismantle:
Wednesday, July 4, 15:00–23:00

Exhibitors may begin to pack materials, supplies, and literature when the exhibit closes on Wednesday, July 4, at 15:00. It is strictly forbidden to begin dismantling before this time. The cartons, followed by the crates will begin to be returned as of 15:00. All equipment must be ready and assembled at the loading dock before carriers are permitted access to the area.

All display material must be cleared from the exhibit hall by 22:59, Wednesday, July 4. Should an exhibitor fail to remove his exhibit, the TTS 2018 Exhibit Office reserves the right to remove such exhibit at the exhibitor’s expense.

2.06 EXHIBIT FLOOR PLAN
The floor plan is continuously being updated and is available on the website. The Office, for the overall benefit of the exhibition, may modify general layout and booth allocations.

Additional exhibitor badges above the company’s allowance will be subject to a $200 USD charge per badge. It is permitted to return an exhibitor badge for replacement due to a correction or a change in personnel. The exhibitor badge does not allow attendance at scientific sessions.

Details regarding the registration of your booth personnel AND/OR full congress registration passes that were included in your exhibitor/sponsor package were sent on April 6, 2018.

If you will be registered for an exhibit-only pass and would like to add a full registration pass to your name, please contact Jennifer Patterson at This email address is being protected from spambots. You need JavaScript enabled to view it.. Please note that the standard registration deadline is May 1, 2018.

Exhibitor badges must be picked up at the TTS 2018 Exhibitor Registration Counter located on the ground floor of the North Convention Center.

During move-in, all Exhibitor Appointed Contractors must also wear a badge. There is no pre-registration process for these contractors. Upon arrival of set-up, the head of the set-up crew must present themselves at the exhibitor service counter to pick up the contactor pass(es) and hand it out to his/her crew.

2.08 DECORATION AND FURNITURE • IFEMA offers services such as additional electrical needs, graphic signage, labor, water & compressed air, booth cleaning, and A/V. You MUST use the online portal to place your order.

EARLY BIRD PRICES ENDS ON JUNE 21, 2018LAST DAY TO ORDER IS JUNE 27, 2018

2.09 EXHIBITOR LISTINGDEADLINE: APRIL 27, 2018
Each exhibiting company will be listed in the Congress exhibitor directory located on the Congress Web app.
You can update your exhibitor profile to show:

Company logo

Company product(s) and/or services description

Company contact info

Company website link

Instructions on how to login and update your company profile have been email to the main contact of your sponsor/exhibit contract. If you have not received this email, please contact Jennifer Patterson at This email address is being protected from spambots. You need JavaScript enabled to view it..

2.10 CUSTOMS BROKER AND SHIPPING
DB Schenker Logistics has been appointed official Customs Broker & Freight Forwarder for TTS 2018. Please make sure to contact Schenker prior to sending your materials as importing goods into Spain can be challenging. If not shipping through Schenker it would be important to give them your carrier name and tracking number.

Exhibitors who follow the instructions of Schenker should not experience any difficulty exhibiting in Spain. Schenker will have a representative on site throughout the event for your convenience. Shipping Instructions and Order Form for Customs and Transportation Services are available on section 5 and 6 on the TTS Exhibitor Information website.

2.11 STORAGE DB Schenker offers storage as one of their services. DB Schenker will collect the empties from your booth as long as these are in proper condition (empties must be
wrapped, placed on pallets and must be strapped/ taped together when necessary) and will deliver back as soon as the Organization allows us to get into the halls once the exhibit hall is closed. Please view section 6 for DB Schenker order form.

2.12 SECURITY TTS 2018 will provide 24-hour security beginning at the start of move-in to the end of move-out. Further, there is exhibitor appointed contractor badges for all staff that is onsite to build stands. Security checks will be at the loading dock and the main entrance to the hall. Although the TTS 2018 Exhibit Office provides general security, the Office and IFEMA will not be responsible for loss or damage to merchandise or personal possessions before, during or after the exhibition, or for personal injury to the exhibitor, company employees or representatives.

Should you require additional security for your booth, products or equipment, exhibitors should contact the IFEMA.

We ask your assistance and cooperation with our security efforts by being aware of the following rules and guidelines:

Badges must be worn at all times to gain admittance to the exhibit hall, from move-in through move-out.

If deliveries or pick-ups of any kind are to be made prior to, during or after the close of the exhibition, it is the exhibitor’s responsibility to obtain the necessary paperwork/credentials at the TTS 2018 Exhibitor Registration Counter, for these people to gain admittance to the exhibit hall.

Never leave your laptops and small electronic devices unattended in your booth during the day, as well as overnight.

Please keep your give-aways and other promotional material out of sight after exhibit hours. Do not leave your coats, jackets, brief case, backpack or luggage in your booth overnight.

Once the exhibit hall closes for the night, you will not be able to enter the hall unless you have specific authorization and escort from the Show Manager or Director of Operations.

Please do not schedule any meetings in your booth outside of exhibit hours.

Safety and courtesy require that all aisles be free of obstacles such as protruding furniture, displays or display material.

2.13 LABOR RISK FORM
Please be aware that you will be asked to complete a labor risk form when you arrive onsite. The Hall Manager will make rounds to distribute and collect this form.

Section 3 – Exhibit Hall Rules and Regulations

3.1 HOUSE RULES The rules of the venue do apply and are binding to all exhibitors. Whoever does not follow these regulations will be excluded from the exhibition after a first warning. These rules are available in Section 4 – IFEMA General Rules for Exhibitors Participating in Externally Organised Fairs.

3.2 BOOTH SHARING The sharing of booth space is prohibited, except when sharing the space with divisions of the same company or between companies co-marketing a product or service.

3.3 LIABILITY INSURANCE
The Organizer provides general guard service and third-party insurance at the exhibition site. The Organiser does not insure equipment and all related display materials installed by exhibitors, and they will under no circumstances be liable for loss, damage or destruction cause to equipment, goods or property belonging to Exhibitors. The Exhibitor agrees to be responsible for his/her property and persons of his employees and agents through full and comprehensive insurance and shall hold harmless the Organiser for any and all damage claims arising from theft and those perils usually covered by a fire and extended coverage policy.

3.4 PHOTOGRAPHER / VIDEOTAPING
Only the official photographer hired by TTS may take photographs or videotapes inside the exhibition hall. This prohibition also includes photographs taken with smart phones. Individuals are subject to immediate removal from the exhibition hall.

3.5 CHILDREN / GUESTS
No children or guests are allowed inside the Exhibit Hall, unless accompanied by an adult registered to the Congress.

3.6 PROMOTIONAL ACTIVITIES
We recognize that promotional activities encourage a steady flow of traffic to the exhibition booths. It is imperative that exhibitors display professionalism and consideration for their fellow exhibitors; therefore interviews, demonstrations, and distribution of literature or samples must be made within the exhibitor’s booth. Canvassing or distributing promotional materials outside the exhibitor’s rented booth is not permitted. No literature is to be distributed in the venue, hotels or any public area.
Due to FarmaIndustria, Spanish companies cannot serve food in their booth, nor give gimmicks. Companies need to keep medical papers for their drugs handy at the booth at all times. Spanish companies cannot display their logo on promotional items that will be distributed at their booth.

3.7 SALE OF GOODS AND SERVICES
The sale of goods and services of any kind is prohibited. Order taking is permitted. However, the exhibitor agrees not to deliver any goods and / or services until after the conclusion of the exhibition. Furthermore, the exhibitor agrees not to conduct or permit the receipt of legal tender or anything of value for machinery, equipment, goods and/or services.

Section 4 – IFEMA Rules and Regulations

Section 5 - Customs and Shipping

Dear customer / agent,

DB Schenker is the appointed official freight forwarder for TTS 2018 in MADRID, customs clearance and handling contractor at IFEMA. Please read carefully the information included, for any questions or enquire, please contact us:

CONSIGMENT & SHIPPING INSTRUCTIONSImportant notice: all shipment have to be sent on conditions prepaid (paid by sender) up to destination. Shipments arriving with freight charges collect, will be refused.

Warehouse Delivery Address
The goods can be sent directly to our warehouse or shipped with our transport services contracted though us.
The cargo can be stored in our warehouse up to 10 days before the beginning of the show and 5 days after the end of the show without any additional cost, for EU goods in free circulation. If you are sending a full truck of your exhibit items please contact us.

Trucks that require a forklift: the driver needs to contact DB SCHENKER before arriving to the exhibition site to coordinate the arrival door to avoid waiting time or delays on the equipment services on site.

Please fill out and send the Service Order Form to This email address is being protected from spambots. You need JavaScript enabled to view it. BEFORE you send your shipment.DOWNLOAD SERVICE FORM

CUSTOMS CLEARENCE INFORMATION & DOCUMENTATION
Shipment from outside the European Union are subject to customs clearance formalities, please read carefully the following information.

Documentation Dates
All documentation need to be sent to DB Schenker in advance and need to be approved before the shipment departure.

Very important: Temporary & permanent materials must be packed separately, in different boxes.

Temporary Entries – ATA CARNET
We strongly recommend using the ATA Carnet for temporary entries, with this document you will save extra costs and will make the customs procedures faster.

All exhibits / material entered under temporary importation are subject to control and examination by Spanish Customs. Goods under temporary entry cannot be sold during the show. Any sales operation must be reported to Spanish Customs Authorities before its done, otherwise heavy penalties might incur. Please contact DB SCHENKER in case you may sell any temporary goods.

IMPORTANT TO ADD THE FOLLOWING: B. REPRESENTED BY: DB SCHENKER or ANY OTHER AUTHORIZED REPRESENTATIVE PERSON

Temporary Entries – Pro-forma Invoice
Under Pro-forma Invoice you may be able to apply for temporary entry, according to kind of fair (international or not) and products you have. Please contact us to see if you are eligible for temporary entry.

Pro-forma Invoice & Packing List

Other specifics documents depending on the type of products. Please contact us.

Permanent EntriesPermanent entries can be done only for goods to be consumed during the show such as: consumables, office material, giveaways, catalogues, etc. Any permanently entry is subject to payment of import duties and taxes, which will be calculated from the CIF value of the goods (CIF value = declared value + freight costs+ insurance).

The definitive entry need to be done under an Spanish VAT number, registered in Spain. If you do not have a Spanish VAT, then we will need a passport to register it in Spain and get a VAT number.

Documentation needed:

Pro-forma Invoice & Packing List

POA (Power of Attorney)

Passport copy

Temporary and Permanent – Pro-forma Invoice
Pro-forma Invoice & packing list (CIF VALUE) enclosed is a Commercial Invoice template for your guidance; all details need to be mentioned as per our template. It needs to be consigned to IFEMA, Name, Exhibition Name, Exhibit Hall # and Booth Number and must show the following information: number of units per each item / values / full description of items in English, (including serial number for electronic devices), model and Harmonized System Code (Brussels nomenclature), total number of boxes/pallets, weight and sizes. All items must have a declared value, which must be approved by Spanish Customs.

These forms must be typed, stamped and signed in original. Hand-written forms are not accepted by Spanish Customs.

RESTRICTED PRODUCTS
The following products are restricted by Spanish Customs and some have special restriction depending on the county of origin. Others cannot be shipped to the exhibitions in any case: foodstuff, beverage, medicines, cosmetics, textiles, live animals or plants, pharmaceutical products, protected species, electrical equipment. Do not include any of these items to avoid having your shipment stopped at customs.

Before you send your shipment, you should contact our office and send us complete information and documentation. We will personally check with local customs office and confirm if your shipment can be sent, otherwise we will not responsible if your shipment is stopped at customs.

CASE MARKING & PACKINGCase Marking
Please label each package/pallet individually and number each packages/pallet (1 of...Total / 2 of...Total /etc.). Must include the following details. Attached you find the document to be used:

Packing
Due to a repeated handling process of your goods, from the departure from your warehouse to your stand in fairground, we recommend the use of solid and adequate packing material. We remind you that after the show ends, it will have to be handled and transported back to the final destination.

We will not take any liabilities on goods that are not properly packed or transported in unsuitable conditions.

Wood & No-Conifer Wood Packing MateriaThe Spanish Government has instituted solid wood packing materials regulation effective January 1st, 2000. When no solid wood packing materials are used, the following statement must be made on the letterhead of the exporter (exhibitor), and must be stated on the invoice and/or bill of lading:

“THIS SHIPMENT CONTAINS NO SOLID WOOD PACKING MATERIAL”. When solid wood packing materials are made with wood other than conifer, the following statement must be made on the letterhead of the exporter (exhibitor), and must be stated on the invoice and/or bill of lading: “THE SOLID WOOD PACKING MATERIAL IN THIS SHIPMENT IS NOT CONIFEROUS WOOD”.If the shipment does contain coniferous solid wood packing material, Animal and Plant Health Inspection Service must certify that the conifer wood packing material in the shipment has been treated.

PAYMENT & BASIC CONDITIONS OF CONTRACTPayment
For non-Schenker offices, our invoices will be issued by IFEMA and sent to you directly and due immediately after issuance without any further notice. Unless other terms are agreed, our charges shall be settled before the shipment is delivered at your booth and our outbound charges before the departure of the return transport after the show.

Payments can be done:Bank transfer to IFEMA: ADMISSION AND DEADLINES

Bankia IBAN ES09 2038 0626 0160 0002 5280 SWIFT: CAHMESMMXXX

Santander IBAN ES64 0049 2222 5115 1000 1900 SWIFT: BSCHESMM

BBVA IBAN ES89 0182 2370 4000 1429 1351 SWIFT: BBVAESMM

Caixa Bank IBAN ES93 2100 2220 1102 0020 2452 SWIFT: CAIXESBBXXX

If you choose to make a bank transfer, you should send a stamped copy to SERVIFEMA.
Fax: (34) 91 722 57 95 or Email: This email address is being protected from spambots. You need JavaScript enabled to view it.

Banker´s draft made out to IFEMA / Logistics

Credit card in secure environment, through the online Exhibitors' area, under the "Invoices and Payments" tab.

As per current regulation cash payments and cash checks will not be accepted.

Basic Conditions of Contract
All work undertaken is subject to the SCHENKER LOGISTIC, S.A.U. Insurance terms and conditions. The liability of SCHENKER LOGISTIC, S.A.U. for the transportation is determined by the national/international insurance regulation applicable to the contracted transport.
The liability of SCHENKER LOGISTICS, ceases with the delivery and starts with the collection of freight at the exhibition stand. It is the exhibitor’s responsibility to ensure the security of his material until is collected from the stand by SCHENKER LOGISTIC, S.A.U.

Goods are shipped at the risk of the customer. Insurance will not be done unless written request. Our General Terms and Conditions are stipulated by the Spanish Transportation Association. Our responsibility is determinate according to the limits established by the International Regulations, that will be applicable to each different mode of transport, the terms and conditions of the Bill of Lading and national legislation.

The cancellation of this service within 24 hours before will have a cancellation fee of 40% of the tariff.
In case the service has not been performed due to the absence of the client, agent, truck driver, or due to reasons beyond DB Schenker control, the amount of the service will not be reimbursed. DB Schenker is not responsible for the accessibility to the stand or for the damages due to weather conditions.

Groupage shipment Schenker warehouse
This service can be booked in advance to guarantee the delivery to the stand at the date and hour agreed with our client. The goods may arrive to our warehouse up to 10 days before the beginning of the show without any additional cost. The service for return can be booked at the end of the show in the same conditions: the merchandise will be collected from the stand, warehoused by our company up to 5 days without any charge, until the arrival of the transport company for the return. In case the goods are stored longer than 5 days in our warehouse, charges will apply as our tariff.

We will charge a reception service for each shipment received on a different date or time, from a different carrier and / or shipper, or different exhibitor or booth number. In addition, we will charge a collection service for each shipment picked up from the stand on different dates and / or from different exhibitor or booth number, or to different destinations.

Standard opening hours of the DB SCHENKER warehouse from Monday Friday from 09:00-18:00.

This tariff corresponds to pieces of a maximum volume of 6cbm or 2000 kgs.

Pick-up, storage and delivery of Empties
DB Schenker will collect the empties from the stand as long as these are in proper condition (empties must be wrapped, placed on pallets and must be strapped/ taped together when necessary) and will deliver empties back as soon as the Organization allows us to get into the halls once show is ended. If the package is not palletized or retracted so that it can be transported without any difficulty, DB SCHENKER will do this service and charge it, minimum 28 €.

DB SCHENKER responsibility begins with the collection of the available empties at the stand and ends with the re-delivery onto the stand, regardless, whether the exhibitor is present or not.

DB SCHENKER is NOT responsible for damages that might occur to the packages due to weather conditions. It is the exhibitor’s responsibility to protect their package and merchandise. Packages with contents must be declare and store separately. DB SCHENKER will not be responsible for items left inside the packages without prior declaration.

Pick-up, storage and delivery of full goods without access during the show
Same conditions as for the storage of empties. An inventory will have to be delivered along with the boxes and will be checked by a staff member of DB SCHENKER. Otherwise, we will not take responsibility for the content. You can contract with us an insurance of your goods.

Partial deliveries during the show
Charges to be applied: Reception of goods in our warehouse / Storage of filled packaging or goods. All the boxes will have to be correctly identified with a number or letter on them.

DB SCHENKER will only handle completely filled boxes. The client will provide a packing list with the number of the boxes to be stored and/ or partially delivered. All partial deliveries on Saturdays, Sundays and holidays will have a 100% surcharge.

Delivery instructions will have to be received by DB SCHENKER no later than 18:00, of the day before. In other conditions, we will not be able to guarantee the service.

Material handling equipment & labour
In order to book these services, you should provide us: NAME OF EVENT, DATE, STARTING TIME (o’clock) AND LENGTH OF SERVICE.

Worker: the worker will go to the booth indicated by the exhibitor.
Equipment with driver: the forklift/others will be positioned at the closest gate to the client’s booth in the contracted schedule. The equipment will be placed in the booth indicated by the exhibitor.
The client has to provide the technical card index of the equipment to be handled; which must contain: dimensions, weight and a sketch where the binding points must be clearly shown. The full responsibility of the equipment and of the handling during the work belongs to the client.

Packing materials, ladders, trolleys and palletjack
Should be picked up and return back by the client directly from DB Schenker warehouse, Service Hall.

Forklift rental without driver
A copy of the driving license of the person who is going to drive the forklift must be provided to DB Schenker, along with a copy of the insurance contract and a letter proving the client’s responsibility, attached to the offer. The documents must be stamped and signed by the forklift driver´s company.

The client cannot sublet or lend partially or totally the equipment to another person. If this happens, the
contract will be automatically cancelled between both parties and any additional cost will be charge to the client.

The equipment will be picked up and return back to the DB Schenker warehouse at the Services Hall, by the client, it will be completely filled with gas oil. 45€ will be charged for the consumption of gas oil minimum.

It needs to be return back by client in the same conditions as it was delivered. DB Schenker personnel will check the status of the machine. If the forklift is not delivered in the same conditions, the additional costs for damages will be charged to the client.